SSID ENROLLMENT Capabilities and Key Concepts

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Presentation transcript:

SSID ENROLLMENT Capabilities and Key Concepts Essential 3a Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Training Sequence Essential 1: Data Coordinator Orientation Essential 2: Interface & Administration Essential 3: Data Submission Fall 1 Fall 2 Data Population Fall 2 End of Year 2 & 3 End of Year 1 & 4 Essential 4: Anomalies Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Request SSID and Student Maintain Student Profile Data Agenda Overview Search for Student Request SSID and Student Enrollment Maintain Student Profile Data Wrap-Up 3 Hours Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Overview Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

WHAT IS SSID ENROLLMENT? Overview WHAT IS SSID ENROLLMENT? SSID Enrollment in CALPADS is ….. Locating student data, including SSID Obtaining new SSIDs Enrolling NEW students Maintaining Enrolled students’ data Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Overview SSID ENROLLMENT IS … SEARCH FOR STUDENT Find/validate an SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR STUDENT Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates … to view existing SSID and data Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Introduction SSID ENROLLMENT IS … REQUEST SSID Find/validate an SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile Maintaining Enrolled Students to: REQUEST SSID SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Add/update/correct student info and program data Request and enroll an SSID Obtain SSID Enroll Student Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Introduction SSID ENROLLMENT IS … SEARCH FOR SSID Locating Student Data to: SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR SSID Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: …to locate the student whose data is to be modified Add/update/correct Student Information and Program data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

SEARCH FOR STUDENT REQUEST SSID Introduction SSID ENROLLMENT IS … SEARCH FOR STUDENT REQUEST SSID Search for and maintain Student Request and enroll an SSID View SSID (Online only) Maintain Enrolled Student Obtain SSID Enroll Student ONLINE and BATCH Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Key Concepts ONLINE VS BATCH Online Batch One student at a time Edit data manually in CALPADS portal One or more students Enter data in SIS or Excel; then upload extract using CALPADS portal CALPADS validates online & batch transactions using the same process Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Key Concept OWNERSHIP OF DATA The process of enrolling a student in an LEA, with an Enrollment Status = Primary, not only establishes the student’s official enrollment in the LEA, it also establishes ownership of the student’s data in CALPADS. The LEA in which a student is primarily enrolled owns the student’s data. In CALPADS, ownership of data establishes …. Access rights to the student’s complete data Ability to modify a student’s data – as of Student School Start Date Responsibility for data maintenance Responsibility for accuracy and timeliness of data Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Key Concepts STUDENT PROFILE Once ownership is established, the LEA is responsible for initial and ongoing maintenance of the Student’s Profile ….. Student Enrollment Student Information Student Programs Student English Language Acquisition STUDENT PROFILE Data elements and their relationships are defined in the CALPADS File Specifications (CFS) http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Key Concept EFFECTIVE DATES CALPADS Student Profile data is captured to create a longitudinal perspective. The longitudinal perspective is accomplished with calendar dates indicating when a set of data is/was effective -- enabling tracking over a period of time and reporting at a point in time. Student Enrollment - provides key Enrollment Dates to which other student data is linked Student Information - provides key demographic data that is linked to the student’s Enrollment Dates with its Effective Dates Student Programs - provides key program eligibility and participation data that is linked to the student’s Enrollment Dates with its Membership Effective Dates Student English Language Acquisition – provides key language data that is linked to the student’s Enrollment Dates with its Status Start Date Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

STUDENT PROFILE MAINTENANCE Overview STUDENT PROFILE MAINTENANCE The following expectations will impact an LEA’s decision on the timing of the initial maintenance and the frequency of the ongoing maintenance of the Student Profile in CALPADS ….. Enrollment Procedures – such as the data management expectations reflected in the CALPADS SSID Enrollment Procedures* Snapshot Calendars – which will expect a specific snapshot’s data to be current Local Reporting Needs – which will expect data on CALPADS reports to be current *http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Search for Students (Online) Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Search for Student SSID ENROLLMENT IS … SEARCH FOR STUDENT Locating Student Data to: SSID Enrollment data Student Information data Student Program data Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR STUDENT Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: Search for and maintain Student … to view existing SSID and data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Add/update/correct student info and program data Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

METHODS FOR LOCATING STUDENTS Search for Student METHODS FOR LOCATING STUDENTS Students can be searched for in CALPADS ….. Using SSID Using Demographics Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

CANDIDATE FOR ENROLLMENT Search for Student CANDIDATE FOR ENROLLMENT Search is an optional first step for enrollment used to locate the details of a Candidate for viewing If the Candidate is selected, Request SSID is performed next. The fields used in the Search populate the Request fields. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Request SSID and Student Enrollment (Online & Batch) Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Student Enrollment REQUEST SSID An enrollment begins with a search of existing Student Profiles to determine if the student being enrolled already has an SSID. The demographic criteria below are used to identify whether the student’s profile matches an existing Profile in CALPADS. These fields are used for matching in batch also Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Student Enrollment REQUEST SSID RESULTS Possible student candidate statuses are: Match Status New = No demographics in ODS match the submitted demographics. Therefore a new SSID can be generated. Single = One SSID in the ODS is a Candidate. It has demographics that match the submitted demographics (100% match score). The user will determine if this Candidate is the student being enrolled. Multi = Multiple SSIDs in the ODS have demographics that match the student demographics. They are Candidates from which the user will determine if one is a match for the student being enrolled. If a match is indicated, the existing SSID will be assigned to the student being enrolled. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

REQUEST SSID RESULTS (cont) Student Enrollment REQUEST SSID RESULTS (cont) The online search result presents Candidate Profiles for review as well as an option to create a new SSID Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

REQUEST SSID RESULTS (cont.) Student Enrollment REQUEST SSID RESULTS (cont.) The batch processing search also presents Candidate Profiles for review as well as options to create a new SSID and to select none of the Candidates Batch Candidates can be selected offline also with a Candidate List extract Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

EXISTING SSID ENROLLMENT Student Enrollment ENROLLMENT TYPES Student Enrollment Student Information Student Programs Student English Language Acquisition STUDENT PROFILE If an Existing SSID is selected and posted, then the enrollment process is complete If a new SSID is selected and posted, then a New SSID Enrollment is complete NEW SSID ENROLLMENT EXISTING SSID ENROLLMENT New SSID is generated and used in the Student Enrollment Initial Student Information is captured No Program data is added Existing SSID is used in the Student Enrollment No Program data is added Existing Student Information used Existing ELAS used Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

ENROLLMENT TYPES (cont.) Student Enrollment ENROLLMENT TYPES (cont.) The Student Enrollment record created by each type of enrollment is the same. The data collected during the process differs. EXISTING SSID ENROLLMENT now collect Grade Level NEW SSID ENROLLMENT collects initial Student Information Birth City is optionally entered at enrollment, but it is updated in Student Information Grade Level is entered at enrollment and updated at the beginning of each school year through Student Enrollment Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile Data (Online & Batch) Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile SSID ENROLLMENT IS … Locating Student Data to: SSID Enrollment data Student Information data Student Program data Student English Language Acquisition Enrolling Students with: Find/validate an SSID Examine current enrollment status View a student’s profile SEARCH FOR SSID Maintaining Enrolled Students to: SSID matching logic which controls the assignment of unique IDs for students Obtaining New SSIDs using: …to locate the student whose data is to be modified Add/update/correct Student Information, Program data, and ELAS data Transfer a student’s enrollment to a new school Exit a student Record dropouts and graduates Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile ONGOING DATA MAINTENANCE It is recommended that the Student Profile of an enrolled student be maintained on an ongoing basis. The Student Information portion of the Profile should be maintained as soon as an enrollment is completed. STUDENT PROFILE Student Enrollment Student Information Student Programs Student English Language Acquisition Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Student Information is maintained in separate data areas for both online and batch and aligned with enrollment dates Online Maintenance Student Information is maintained by each individual sub group, which allows each data area to have its own effective dates Batch Maintenance All of the sub groups of Student Information data can be maintained at the same time with one input file. Each sub group can also be maintained individually. Student Information cannot be maintained until the SSIDs obtained during enrollment can be included in the Student Information input file. These SSIDs can be downloaded from CALPADS in a file and input to the local SIS. The Student Information file can then be extracted from the SIS and uploaded to CALPADS. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile INITIAL STATUS OF STUDENT INFORMATION The NEW SSID ENROLLMENT creates the following Student Information records with the same effective date as the Student’s School Start Date …. DEMOGRAPHICS Legal Name Alias Name (optional) Birth Date Gender Birth Country Birth City (optional) Birth State (optional) The Search criteria and the Student Information collected during enrollment are stored as initial Demographics Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile INITIAL STATUS OF STUDENT INFORMATION The EXISTING SSID ENROLLMENT does not create Student Information record aligned with your enrollment. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Student Information (SI) data is maintained by EFFECTIVE DATES that align with enrollment dates An existing record will be Updated when the data is wrong. The Effective Start Date must match the existing Effective Start Date to update. A new record will be Added when the data needs to be changed (e.g. student name). A new Effective Start Date reflects when change occurred. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT INFORMATION Before CALPADS reporting, all of the Student Information data categories should be examined to determine if existing records should be updated or if new records should be added CALPADS reports use the Student Information Effective Dates to determine the information that is correct as of a “point-in-time” Although Student Information is not maintained by LEA/school, the effective date must correspond to the student’s enrollment in the LEA/school in order to be reported for an LEA/school. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS The Student Program portion of the Student Profile should be maintained as soon as decisions are made about students’ eligibility for a program or participation in a program Programs entered for previous enrollments will be viewable Neither the NEW SSID ENROLLMENT nor the EXISTING SSID ENROLLMENT create any Student Programs Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Program Reporting Education Program Membership Code is now determined and set automatically* Eligibility (1) Participation (2) 190 - Foster Program 181 - Free Meal Program 127 - Gifted and Talented Education (GATE) 191 - Homeless Program 182 - Reduced-Price Meal Program 144 - Special Education 135 - Title I Part C Migrant 101 - 504 Accommodation Plan 180 - CAHSEE Intensive Instruction 113 - California Partnership Academy 122 - NCLB Title I Part A Basic Targeted 174 - NCLB Title I Part A Neglected 108 - Opportunity Program 162 - Pregnant or Parenting Programs 185 - Transitional Kindergarten * CALPADS will set the code, regardless of what is submitted, based on the list on the “Education Prog – Membership Cat” tab of the CALPADS Valid Code Combinations document found on the Resources slide near the end of this presentation Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Student Program data are maintained by School AND Membership Start Date the collection of information that has the same Membership Start Date correct the record’s information no record exists the student enrolls in a new LEA the student enrolls in a new school in the LEA the program requires yearly reporting (Free or Reduced Price Meal) A new record is Added when …. An existing record is Updated when … If Membership Code = Eligible, Start Date can be before School Start Date If Membership Code = Participation, Start Date must be on/after School Start Date Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Since Program data are maintained by school, a student’s eligibility for, or participation in, a program should be reported only if the student has an enrollment in the school It is not necessary to exit a program record when a student exits a school. An exit is needed only when there is a need to terminate a student’s eligibility (yearly NSLP eligibility) or participation in the program. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT PROGRAMS Before CALPADS reporting, all of the Programs should be examined to determine if existing records should be updated or if new records should be added 10/07/2009 For PROGRAMS, reports use the LEA/school and Membership Dates to determine the information that is correct as of a “point-in-time” The Program Membership Dates must correspond to the student’s enrollment dates in the LEA/school in order to be reported for an LEA/school. The IEP date can be used for Special Ed for the membership date if eligibility reported for 144. Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT Student Enrollment updates are expected within 14 days of the day the enrollment changes Transfer student to new school Exit with transfer code from current school Enroll in new school Exit student from CA school Record dropouts and graduates Exit with a dropout/graduate code from current school Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT Student Enrollment data is maintained by School AND Student School Start Date A new record is Added when …. An existing record is Updated when … the effective date of the new information is different from the Student School Start Date of the information in the existing record the effective date of the new information is the same as the Student School Start Date of the information in the existing record Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Maintain Student Profile MAINTENANCE OF STUDENT ENROLLMENT The Student School Start Date is needed to identify the enrollment in the ODS Online Maintenance The record to maintain is chosen by the Student School Start Batch Maintenance If the Student School Start Date in the batch file matches the Student School Start Date in the ODS, CALPADS updates the existing record If the Student School Start Date in the batch file does not match the Student School Start Date in the ODS, CALPADS adds a new record Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Wrap-Up Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

A student’s complete Student Profile includes the following ….. Key Points A student’s complete Student Profile includes the following ….. SSID Enrollment Student Information Student Programs Student English Language Acquisition The information in a student’s Student Profile should be updated on an ongoing basis An LEA must establish ownership of a student’s data before it can modify the data Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014

Questions Essential 3a - SSID Enrollment Capabilities and Key Concepts v1.0, September 10, 2014